Main Data Types
This Software summarizes all business data into several groups:
- Items (products and services)
- Item categories (categories for items)
- Customers (buyers and suppliers)
- Prices (sales and purchases prices)
- Locations - warehouses (locations where the goods are stored)
- Taxes (tax rates and names)
- Units of measure (piece, kilogram, liter, etc.).
- Currencies (main domestic currency and other currencies)
- Templates texts (text patterns commonly used in documents)
These represents all products and services you sell. The options that software offers, in addition to standard - name, unit of measure, tax rates etc. are:
"Keep in stock" - checkbox that determines whether the documents will automatically updated stock/inventory for this item. If the item is a service you will most likely uncheck this option.
"Created by" - represents the user who originally created this item.
"Last changed by" - Represents the user who made the last change on this item.
"Hidden record" - If you turn this switch, the item will not appear in the list of items. It is common to check this on items that are no longer active but can not be deleted.
Note on item codes:
If you wish to use "item codes" you can do so by adding codes before the names for example "12445 Electric Slide".
By categorizing items you will increase many operations in the business process. Take some time to create good categorization policy before you start.
In addition to the standard name and contact information for each customer this software offers following:
"Discount %" - the percentage of discount that will automatically assign on documents.
"Current balance" - an information about the current balance of the customer, it can not be changed directly.
"Credit Limit" - this is the maximum amount you can sell to the customer without payment. If you try to create an invoice that would exceed this limit, the software will not let you save the document.
Prices and Price Lists
Prices of items are grouped into price lists. You can have several price lists, for example - regular, 10% discount, prices for warehouse1, warehouse2 etc. Current price list that applies is linked to your current location/warehouse.
You can copy prices in the price from one price list to another. Also, you can raise or lower prices in the whole price list or just a group of items. If you want to create discount price lists or periodical price list you can do this via batch operations.
Locations - warehouses
If you conduct your business in multiple locations or have a need for more warehouse you can configure:
"Name" - the name for location/warehouse.
"City / Location" - the location of goods release that will be printed on invoices.
"Price list" - price list that is currently used for this location.
"Document prefix" - each site has its own document counter, here you can set the prefix that will be applied to the document for ease of reference.
"Additional text" - which will be printed on the header of each document released from this location.
Working with multiple warehouses is supported under the "current warehouse mode". This means that all operations you perform, is performed under active warehouse. You can change active location by selecting the "Current location" on the top bar and relogin.
Here you set the name and tax rate percentage. The first few items are initial and you can not delete them but you can change them.
If you are not VAT registered, you could set all items to be at 0% rate.
Units (of measure)
Here you set the names and symbols for all units of measure you are using.
Note: The first three items can not be changed.
The main currency is the only one you can not delete but you can change the name and symbol. Main currency exchange rate is always 1 and can not be changed. Other currencies include the "Exchange rate" and it will be calculated and shown on the document with ajax.
Here you enter frequently used text notes that can be easily applied to each document. If you forgot to enter a note and the document is now closed, you can add note by printing document trough Reports-> Documents.